Effective Workplace communication (I)
Use the 1A+4Cs
By Leonard Kok

All of us will be required to write at the workplace setting; some of us more than others. In our respective capacity, we would still probably have to write to the following people: Client / Boss of Client / Your colleagues and/or Your boss.

Is your writing commended for its clarity; or do you often get emails or verbal memos requesting for clarification because of your writing? If it’s the latter, fret not. You CAN excel in workplace writing! Next time, before you write any email or letter or any form of correspondence, remember to regard your piece of writing as an important piece of information or knowledge which will help the recipient achieve his or her target. Then we will have a higher tendency to write purposefully.

Having studied writing and having taught workplace communication and academic writing to young adults in the National University of Singapore, I have gleaned several important lessons that will benefit any busy executive, sales coordinator, Project Managers and anybody who wants to write better.

The 1A + 4Cs

I have distilled successful workplace communication to this ‘formula.’ This is not exactly a formula per se; it is more of a memory tool.

A is for AUDIENCE!
Who are you writing for? This is the fundamental question which should not be taken for granted. If we are clear and very specific about whom our audience is, then we will be sure also of the following:

- Whether we can be formal or informal (‘can I use slang?’)

- Concise or detailed (‘how much to say?’)

- Technical, specialised or general (‘how much technical jargon?’)

- What’s your Style guide

- What’s your purpose

- The Choice of words (vocabulary)

If we have the audience in mind, then we will be also able to put ourselves in their shoes by knowing their needs. For example, if they intend to participate in an outdoor activity in the warm afternoon, knowing your audience will mean that you will prepare a list of useful advice: wear light clothing, to apply sun block lotion, drink more water, and so on. In this way, we are creating rapport with them.

The 4Cs
The first C – Keep It Clear!

Write clearly so that your reader knows what you are trying to say. Unless there is a very good reason to be vague, our writing must first be clear. Fulfil the objective(s) and that’s it. Albert Einstein once said that ‘any fool can make things bigger, more complex, and more violent. It takes a touch of genius-and a lot of courage-to move in the opposite direction’.

Have the basic three:

- Start with the introduction and objective;

- explain the rationale or highlight the details;

- End off with an appropriate conclusion.

Nothing is ever so complicated than this.

Simple Vocabulary

Clarity is also maintained by having simple vocabulary, which steers clear of technical jargon (unless there is a very good reason to include some specific technical terms).

Consider this: “The exigencies arising out of the temporary indisposition of my better half and the consequential exercises embarked upon by me with a view to summon medical assistance to relieve her of her distress.”

Simplified, the above actually means “My wife was sick and I had to call the doctor”.

The classical wordsmith, C.S. Lewis, says “Don't use words too big for the subject. Don't say 'infinitely' when you mean 'very'; otherwise you'll have no word left when you want to talk about something really infinite”.